Emails and Memos: Headers, Purpose and Requests

Welcome to Your TOEIC Guide: Emails and Memos

Hello! If you are preparing for the TOEIC, you probably already know that Part 7 (Reading Comprehension) is full of business documents. Among the most common are Emails and Memos. These are the "bread and butter" of the test. Understanding how they are structured will help you find answers faster and boost your score.

In this chapter, we will focus on three key areas: Headers (who is talking to whom), the Purpose (why they are writing), and Requests (what they want you to do). Don't worry if business English feels a bit "stiff" or formal—once you learn the patterns, it becomes much easier!

1. Mastering the Header: The "Who, When, and What"

Before you read the main message, always look at the Header. This is the top section of the email or memo. It gives you the "context," which helps your brain predict what the text will be about.

Key Header Components:

From: The sender (their name or department).
To: The recipient (the person or group receiving the message).
Date: When it was sent (useful for "When..." questions).
Subject (or RE:): A short summary of the topic.

Why this earns marks:

The TOEIC often asks "Who most likely is Mr. Smith?" or "Who is the intended audience?" If the header says From: Maintenance Department and To: All Building Tenants, you already know the answer involves building repairs or facilities.

Common Mistake:

Weak Reading: Skipping the header and jumping straight to the first paragraph. This leads to confusion about who is asking for what.
Improved Reading: Spend 3 seconds checking the "To" and "From" lines. If you see To: Accounting Team, you know the vocabulary will likely involve money, invoices, or budgets.

2. Identifying the Purpose: The "Why"

In the TOEIC Reading section, the first question about an email or memo is almost always: "What is the purpose of the email?" or "Why was this memo written?"

Where to find the answer:

In a standard business document, the purpose is usually in the Subject Line or the first two sentences of the first paragraph.

High-Value "Purpose" Phrases:

Look for these patterns to identify the goal of the message:
- I am writing to inform you about... (Giving information)
- This memo is to confirm... (Checking a fact)
- We would like to request... (Asking for something)
- I am reaching out to complain regarding... (Expressing dissatisfaction)
- Please be advised that... (Giving a warning or update)

Example Contrast:

Vague: I have some thoughts about the meeting tomorrow. (This is rare in TOEIC).
TOEIC Style: The purpose of this email is to notify all staff of the change in the meeting venue. (Clear and direct).

Quick Tip: If the subject line says RE: Technical Issues, the purpose is likely to report or solve a problem. If it says Inquiry, someone is asking for information.

3. Understanding Requests: The "Action"

After explaining why they are writing, the sender usually asks the reader to do something. This is a Request. TOEIC questions often ask: "What are employees asked to do?"

How to Spot a Request:

Requests are often found near the end of the document, though they can appear early on. Look for "polite commands" (Imperatives) or modal verbs.

Useful Patterns to Reuse:

- Please + Verb: "Please submit your reports by Friday."
- I would appreciate it if: "I would appreciate it if you could review the attached file."
- Kindly: "Kindly ensure that all lights are turned off."
- Make sure to: "Make sure to sign the guest log."

Example Practice:

Weak version: "Give me the file." (Too rude for TOEIC).
Improved version: "I would be grateful if you could forward the requested files at your earliest convenience."

Did you know? The phrase "at your earliest convenience" is a polite business way of saying "as soon as possible (ASAP)." This is a very common phrase on the exam!

4. Timing and Strategy for the Exam

The TOEIC Reading section is a race against time. You have 75 minutes for 100 questions. You cannot spend 5 minutes reading one email.

Step-by-Step Strategy:

1. Scan the Header: (3 seconds) Identify the sender and receiver.
2. Read the First Question: Usually about the purpose.
3. Skim the First Paragraph: Find the "Why."
4. Scan for Keywords: If the question asks about a date or a specific person, let your eyes "float" over the text until you see that capital letter or number. Do not read every single word.
5. Identify the Request: Look for "Please" or "I suggest" to answer questions about what happens next.

5. Vocabulary "Cheat Sheet"

Here are some high-frequency words found in TOEIC emails and memos that you should memorize:

Regarding / Concerning: About (e.g., "I am writing regarding the invoice.")
Implement: To start using a new plan or system.
Attachment: A file sent with an email.
Mandatory: Something you MUST do; not optional.
Postpone: To move an event to a later time.
Inconvenience: Trouble or difficulty (often used in apologies: "We apologize for the inconvenience.")

Key Takeaways Summary

1. Headers Provide Context: Always check "To" and "From" first to understand the relationship between the people.
2. Purpose is Early: Look at the Subject line and the first two sentences to find why the message was sent.
3. Requests are Actions: Look for "Please," "Kindly," and "I would appreciate" to find what the reader needs to do.
4. Evidence is Key: You only earn marks by finding the specific detail in the text. Don't guess based on what you think happens in an office—only use what is written!

Don't worry if these business terms feel strange at first. In the real world, and on the TOEIC, people use the same phrases over and over again. Once you recognize "I am writing to inform you," you've already found the answer to the first question!